TN 30 (02-13)

GN 02406.001 Glossary of Nonreceipt Terms

Citations:

Social Security Act §205(i), §708(a)

31 USC §3702(c), §3712(a)

20 CFR 416.502

The following is a glossary of nonreceipt terms found throughout GN 02406.001 GN 02406.810.

Available Check Cancellation (ACC)

An ACC means the Department of Treasury (Treasury) returned and cancelled an unendorsed check. Treasury credits the funds to SSA.

NOTE: Due to the functionality of TCIS, Treasury posts an ACC when SSA inputs an EFT nonreceipt. Treasury creates a “false” replacement check in TCIS and cancels the check immediately.

Automated Clearing House (ACH)

The ACH network is a funds delivery system that distributes and settles credits and debits electronically. The government currently uses the ACH network primarily to make benefit and salary payments electronically via direct deposit.

Agency Location Code (ALC)

The ALC is an 8-digit number Treasury assigns and uses to identify agency disbursing and collecting points. When SSA inputs any stop code, Treasury uses the ALC code to direct forms, accounting documentation, debits and credits to the corresponding SSA office (i.e., PC or Division of Benefit Certification and Systems Analysis [DBCSA]).

A-Stop

The A-Stop is used in two situations:

  1. Mass Loss occurs when a large number of recurring checks in a geographic area are lost, stolen or otherwise unavailable for delivery. SSA sends a B-stop to Treasury and Treasury issues a courtesy disbursement check before determining the status of the original check. This is a “permanent stop” and essential authority to process the case and reclaim funds if forgery is involved; and

  2. Nonreceipt of nonrecurring Title XVI checks

    • OTP - type 4;

    • underpayment - type 2;

    • replacement - type 9).

A-stops for nonrecurring checks only generate status of the missing check; NOT a courtesy check. Technicians must take additional steps to provide immediate replacement check. (For field office and teleservice center instructions for title XVI processing of non-receipt of underpayment check-type 2 and one-time payment-type 4 payment, see GN 02406.205. For field office and teleservice center instructions for title XVI processing of nonreceipt of courtesy disbursement or replacement check-type 9 payment, see GN 02406.207.) Input the NRT = 3 on PEN2 screen for Title II cases and #1=Replace Now on the UPER screen for Title XVI cases.

B-Stop (Paper Checks)

SSA uses the B-Stop (paper checks) code to instruct Treasury to issue a courtesy disbursement check before determining the status of the original payment. Input the NRT = 1 on PEN2 screen for Title II recurring, current month and prior month payments and #1 = Replace Now on the UPMR screen for Title XVI current month, prior month, recurring and supplemental payments that were issued in the past 12 months. This is a “permanent stop” and essential authority to process the case and reclaim funds if forgery is involved. (For additional information on transmitting reports of non-receipt, loss, theft, or destruction of title II and title XVI recurring checks and PMA checks in normal and dire need situations, see GN 02406.125. For information on processing reports of non-receipt, loss, theft, or destruction of payments for checks due and not due, see GN 02406.135.)

B-Stop (Direct Deposit)

B-Stop (direct deposit) is an appropriate stop code in certain direct deposit nonreceipt situations. This does NOT generate another payment to the claimant's account; rather, it generates a trace on the original payment, which the TeleTrace unit will process. (For additional information on allegation of non-receipt of direct deposit, see GN 02406.007.)

C-Stop

SSA uses the C-Stop code to instruct Treasury to issue a replacement check only after Treasury determines the status of the original check (i.e., if check was cashed) when claimant is unsure if a payment was received, or is known to have misused the nonreceipt reporting process (i.e., DCN abuser). Input the NRT = 2 on PEN2 screen for Title II and #2 Replace After Investigation on the UPMR screen for Title XVI. This is a “permanent stop” and essential authority to process the case and reclaim funds if forgery is involved. (For additional information on when to request a C-Stop (payment after status) in normal and dire need situations, see GN 02406.150. For information on processing reports of non-receipt, loss, theft, or destruction of payment when checks are due and not due, see GN 02406.135.)

NOTE: Do not use a C-stop in direct deposit cases.

Cancelled

Cancelled is a term Treasury uses to mean

  1. the claimant, post office, or SSA field office returned an unendorsed check; or

  2. a financial institution returned a direct deposit payment; or

  3. Treasury returned credit to SSA when SSA placed the non-entitlement or stop payment action on a check that not cashed at the time of input.

Check Claims Branch (CCB)

The CCB is a Treasury component located in Philadelphia, PA. The CCB

  • adjudicates and settles check claims for and against the U.S.;

  • receives and responds to all claims inquiries for financial information about government checks;

  • processes requests and maintains the status of checks;

  • provides check photocopies; and

  • makes forgery determinations.

Check Forgery Insurance Fund (CFIF)

Treasury operates the CFIF, initially funded by Congress. The fund provides for the immediate replacement of missing payments to recipients of government checks. Congress formed the fund to prevent the hardship of not replacing a missing payment until the presenting bank reclaimed the funds in addition to settling payee claims of nonreceipt where fraud was involved in the cashing of the check. CFIF provides for the replacement of payments up front and the reclaimed money reimburses the fund.

Check Payee

The check payee is the person or organization to whom the check is made payable.

Check Range

The check range is a range of check numbers Treasury issues from a payment run for a particular Agency Location Code (ALC) starting with the number of the first check through the last check of the run.

Check Serial Number

The check serial number is an 8-digit number found on U.S. Treasury checks in the upper right hand corner that uniquely identifies a particular check issued from a Regional Financial Center, identified by the check symbol.

Check Symbol Number

The check symbol number is a 4-digit number found in the upper right hand corner on U.S. Treasury checks that uniquely identifies which Regional Financial Center issued the check.

Claims Disposition Notice (CDN)

The CDN is a computerized form the Treasury Check Information System (TCIS) prints advising SSA of Treasury's recommendation or action taken (e.g., forgery determination, issued settlement check) on check payee's eligibility for check replacement based on information provided on the FMS-1133 (Claim Against the United States for the proceeds of a Government Check) and the investigation.

Claims Package

The claims package consists of the FMS-3858 (Claims Document), FMS-1133, and check image Treasury generates as the result of a permanent stop (e.g., A-Stop, B-Stop, C-Stop, etc.) input on a particular check. Treasury mails claims packages generated by A, B, and F-stops to the PC for Title II and to the FOs through DBCSA for Title XVI. Treasury sends claims packages generated by C-Stops directly to the claimant. The claims package is currently available on TCIS.

Courtesy Disbursement

A courtesy disbursement occurs when the Regional Financial Center (RFC) issues a check after the claimant reports nonreceipt of a paper check and before determining the status of the original check. This is generated when SSA processes

  • a mass loss (input the NRT = 3 on PEN2 screen for Title II and #1=Replace Now on the UPER screen for Title XVI); or

  • inputs a B stop coding the NRT = 1 on PEN2 screen for Title II and #1 = Replace Now on the UPER screen for Title XVI.

These checks are annotated, “REPLACES CK 1234 56789012 DATED MM/DD/YY” and are sometimes considered replacement checks. Courtesy disbursement check numbers always begin with 99.

NOTE: Treasury uses “99” every 3 or 4 years on original checks.

Credit

A credit represents the returned funds Treasury sent to SSA for an

  • uncashed check;

  • a returned check or EFT payment;

  • 1184 stop payment action; or

  • reclamation.

Credit Reversal

A credit reversal occurs when a reclamation credit is reversed (i.e., Treasury initially gave SSA a credit but later charged us for an item). It also occurs when a credit previously issued because of a non-entitlement claim is reversed (i.e., Treasury gave SSA an unavailable cancellation credit on an F-Stop because these payments were outstanding at the time Treasury received the stops). However, sometimes Treasury will process a true “credit reversal” or a Payment Over Cancellation (POC) if a claimant cashed a check after SSA received credit and Treasury charges SSA for the payment. (For additional information, see GN 02406.245.)

Critical Payment System (CPS)

FO and PC staffs use the CPS to issue Title II payments when normal processing is not available. A status line on the MBR indicates if CPS is involved. If so, the CPS data appends to the bottom of the MBR. After approval, the CPS sends payment information for display on PHUS. (For additional information, see SM 00635.050.)

Daily Advice of Status (DAS)

The DAS is an electronic transmission from Treasury providing status of the stop codes SSA inputs on checks/payments.

Disposition Codes

For disposition codes, see process message.

Division of Benefit Certification & Systems Analysis (DBCSA)

DBCSA is a section within SSA that handles any Title XVI exceptions received from the data transmitted between SSA and Treasury. DBCSA is the central point for the receipt and distribution of Title XVI claims packages. DBCSA is also responsible for the daily and monthly certification of payments released to Title II, Title XVI, and Title VIII claimants.

Double check negotiation (DCN)

A double check negotiation occurs when the claimant cashes the original check and the replacement check for the same benefit month.

Department of the Treasury (Treasury)

The U.S. Department of the Treasury

Electronic Funds Transfer (EFT Payment)

An Electronic Funds Transfer (direct deposit or EFT Payment) is an electronic payment transmitted to a beneficiary's or recipient debit card (Direct Express) or bank account (direct deposit). It is NOT a paper check mailed to the bank.

F-Stop

SSA uses an F-stop in several situations outlined below to report nonreceipt for nonentitlement other than death.

  1. non-receipt of check issued to nonbeneficiaries.

  2. non-receipt for checks issued for Title XVI attorney fee.

NOTE: For additional F-stop uses, see GN 02408.003

Input the Stop Pay Type = F on PESP screen for Title II and #2 Not Eligible for Payment on the UPST screen for Title XVI.

Federal Reserve Bank (FRB)

FRB is the central bank of the U.S.

Financial Institution (FI)

Financial Institution. For information on acceptable FIs, see GN 02402.030.

First Party Report

A first party report is an event reported by the

  • beneficiary or claimant;

  • representative payee or agent (i.e., lawyer, accountant);

  • a competent adult entitled on the same SSN; or

  • a relative, friend or neighbor acting at the request of the beneficiary.

(For additional information on notice requirements for Title II due process actions, see GN 03001.005.)

Bureau of the Fiscal Service (Fiscal Service)

Fiscal Service is a bureau within Treasury responsible for overseeing the disbursement of Federal payments, reconciliation and claims processing of all Treasury checks. In addition, Fiscal Service oversees the Government’s cash flow, collects Federal revenues, and provides centralized debt collections services and Government-wide accounting and reporting. The CCB and the Questionable Documents Branch (QDB) are also a part of Fiscal Service.

G-Stop

G-Stop is a code input when an endorsed check is lost, stolen or destroyed. Input the NRT = 4 on PEN2 screen for Title II and for Title XVI depending upon the type of payment; it would either be #3 Report Missing Endorsed Check on the UPMR screen or #2 Report Missing Endorsed Check on the UPMC screen. (For additional information on missing recurring or supplement check (UPMR), see MSOM BUSSR 003.012 and MSOM BUSSR 003.013.)

Handwriting Analysis

Reviewing the beneficiary’s or recipient’s handwriting is an analysis performed by Treasury’s QDB on checks in limited payability cases that were either filed timely and not input correctly or were not timely filed, but the check in question is part of an overpayment on the record. Treasury will do a handwriting analysis instead of a forgery determination.

Held and Cancelled

Treasury uses a process called held and cancelled when the agency requests the cancellation of a payment prior to its release. This usually happens when the claimant cashes the original check prior to the RFC releasing the replacement check.

Holder In Due Course

This is a situation where a business, financial institution, or individual cashed a validly endorsed check and subsequently reported the check lost, stolen, or destroyed before the Federal Reserve Bank received it. (For additional information on holder in due course (theft, loss or destruction of check after negotiation by the original payee), see GN 02406.235.)

Incorrect Payment

Incorrect payment is any payment issued after death to which the beneficiary or recipient was not entitled. An incorrect payment is different from an overpayment. (For additional information on overpayments, see GN 02201.001B.3.)

Limited Payability

Limited Payability occurs when checks dated 10/1/89 or later are still outstanding after 12 months. In these situations, Treasury cancels the checks and credits the funds to SSA in the 15th month after the check issue date.

NOTE: This only applies to checks. It does not affect direct deposit payments. (For additional information on limited payability cases for title II and title XVI, see GN 02401.901 thru GN 02401.920.)

Mass Loss

Mass loss refers to a large number of checks in a geographic area that are lost, stolen, or otherwise unavailable for delivery. (For additional information on mass loss of checks and the payment delivery alert system (PDAS), see GN 02406.700.)

Modernized Development Worksheet (MDW)

The Modernized Development Worksheet (see MSOM MDW 001.003) is a communication tool used between FOs, PCs, and Teleservice Centers.

MT-TAC (formerly L-TAC)

MT-TAC is a type of action the technician uses to indicate a referral of an overpayment case to Treasury for a forgery determination. (For additional information on DIAR, see SM 01311.010. For additional information on overpayment decisions, see MSOM BUSSR 004.008.)

N-TAC

NT-TAC

NT-TAC is a type of action code used for an SSI overpayment. An N-TAC is uncollectible overpayment decision, which records the fact that an overpayment is uncollectible when there is an early delivery of an SSI check in the month of the recipient’s death or the recipient is deceased and all efforts attempted to collect the overpayment. The NT-TAC is an erroneous overpayment decision used to resolve erroneous systems computed overpayments. (For additional information on overpayment decision data (OPDD), see SM 01311.040. For more information on uncollectible and erroneous overpayment decisions, see SM 01311.280.)

Payment Claim Enhancement & Reconciliation (PACER) System

PACER is a Treasury system that contains payment and claim details for both paper checks and direct deposit payments that occurred from 10/97 and later.

Payment Cycling

Payment cycling began in June 1997. SSA delivers recurring RSDI benefits on four days throughout the month; on the 3rd of the month and on the second, third, and fourth Wednesdays of the month. Beneficiaries who received their benefits on the 3rd of the month prior to May 1997 continue to receive their benefits on that day. RSDI beneficiaries who filed claims May 1, 1997 and later received one of the three new payment dates based on the primary wage earners date of birth on the record where benefits are paid. (For information about exceptions to payment cycling, see GN 02407.005B.4.)

Payment Over Cancellation (POC)

A POC is the reversal of a previous credit given to SSA by Treasury. This situation occurs when the original check is outstanding at the time Treasury initially processes the nonreceipt allegation, and someone cashes the check before Treasury can cancel it. (For additional information on payment over cancellation credit reversal, see GN 02406.245.)

Permanent Stop

Permanent stop includes codes such as A, B, C, F, or G, that Treasury recognizes in order to return an uncashed check credit or to create a check claims package. If Treasury determines the check was forged, they will process a reclamation action. Only use a permanent stop for timely allegations of nonreceipt. See glossary definition of timely filing.

NOTE: A K- or L-Stop (photocopy request) is NOT a permanent stop.

Photocopy Request (K- or L-Stop)

The technician should only use a K-Stop or L-Stop in the specific situations described in GN 02406.140 to request a photocopy of a check. Technicians should never input a photocopy request to obtain a check claims package or follow up on previous request for a claims package. (For additional information on photocopy, see MSOM BUSSR 003.015.)

Process Message

The process message, also known as a disposition code, represents a reply from Treasury indicating the action taken in response to SSA input. It posts to the PHUS database for Title II cases and the Treasury Status Query (UPTQ) for Title XVI cases. (For additional information on Treasury RFC and CSD disposition codes, see SM 00609.610. For information on the treasury status query, see MSOM BUSSR 003.020. For information on what data to expect on the Q Query control record, see SM 01315.207.)

Questionable Documents Branch (QDB)

The QDB is a branch of handwriting experts at Treasury. They examine signature specimens to resolve problematic forgery determination cases and process Limited Payability handwriting analyses.

Record Activity Indicator (RAI)

The RAI identifies the status of the Critical Payment System (CPS) record. An “I” means inactive and an “A” means active. (For a description of the CPS record, see SM 00635.600D.2.)

Regional Financial Center (RFC)

The RFC is a Treasury component that

  • houses direct deposit information,

  • performs the initial Treasury processing of nonreceipt reports,

  • issues courtesy disbursements and replacement checks,

  • performs the final processing of all certified benefit payments,

  • manually processes all direct deposit reclamations, and

  • handles all returned checks.

Replacement Check

The Treasury RFC issues a replacement check, in response to a C-Stop, after the investigation indicates the original check is outstanding.

Representative Payee

The representative payee is the person, agency, or institution SSA selects to receive payment on behalf of a beneficiary or recipient.

Retroactive Payment

The retroactive payment represents funds due claimants for past periods of entitlement.

Settlement Check

Fiscal Service sends the settlement check directly to the check payee after an investigation of the signature indicates that the endorsement on the check in question was a forgery. (Action originated as a C-Stop.)

Settlement Date

The settlement date is the date the financial institution credits the funds to the beneficiary’s account for EFT payments.

Status

The status is information RFC or CCB provides indicating the status of the (check cashed, returned, credited, paid over cancellation, or credit reversed.)

Stop
Stop Action
Stop Reason

SSA uses Stop, Stop action, and Stop Reason to indicate that Treasury has processed a nonreceipt or stop payment action (such as an F-Stop.) Refer to non-receipt type codes in SM 00609.110, SM 00609.210, SM 01315.166, or SM 01315.181.

NOTE: Treasury defines any input received from SSA as a “stop action”.

Stop Payment Action (1184 Action)

Stop payment action (1184 action) indicates SSA requested Treasury to return funds that are not due the beneficiary or recipient. With the exception of death cases, users should prepare an 1184 action in check cases only.

TeleTrace Process

Treasury initiates the TeleTrace process when SSA inputs a nonreceipt (B-stop) on the missing EFT payment. The input initiates a trace request, which requires the TeleTrace staff to research the nonreceipt claim. (For additional information on the TeleTrace process, see GN 02406.007.)

Timely Filing (Nonreceipt of Paper Check)

Timely filing (non-receipt of paper check) is a term used in the context of filing a report of nonreceipt of a paper check. In these cases, the claimant must make or file the nonreceipt report within 12 months of the check issue date.

Treasury Receivable Accounting and Collection System (TRACS)

TRACS provides SSA with information about the entire accounting history of a nonreceipt case (e.g., credits, limited payability credits, debits, reclamations, refunds).

Treasury Check Information System (TCIS)

TCIS replaced Treasury’s CP&R system. It contains the history of check activity and has a record of check claims and photocopy requests (A, B, C, E, F, G, K, L, and M stops). TCIS information is available directly from Treasury by calling 1-855-868-0151.

NOTE: Currently, technicians in the RO, FO, PSC and TSC have access to TCIS.

Treasury Check/Trace Number (TCTN)

The TCTN is a field shown on SSA queries, which holds 8 characters. There are 7 spaces for EFT trace number and 8 spaces for check numbers. A narrative statement will display on the Treasury Status Query (UPTQ) for Title XVI payments, and the actual